MP Madiha Hassan Adheeb Dabas Al-Maksousi

Honourable MP, we respectfully submit this pilot programme to organise the office's citizen-reception work, document requests and their follow-up, strengthen engagement with the constituency, and record the MP's service work.

The system uses reliable, affordable tools — a professional Arabic website, Google Forms, Google Calendar, a private Google Sheet, and WhatsApp Business — with phone and in-person options for citizens without internet access.

Idea: a unified digital pipeline from request intake to referral or closure, with an internal staff dashboard.

Goals: organised reception, shorter waiting times, no lost requests, a clear weekly diary, documented outcomes, monthly service reports.

Success indicators: requests received, referral rate, closure within deadline, citizen satisfaction, response time.

• Single owner for each track (diary, cases, media).
• Written reception policy shared with all staff.
• Online form as primary channel; phone and walk-in as backups.
• Weekly case-review meeting with the MP.
• Monthly internal report to the MP and office director.

• Home
• About the MP
• Parliamentary work
• Citizen services
• Request an appointment
• Submit a request or complaint
• Office news
• Initiatives & visits
• FAQ
• Contact
• Privacy policy

Home carries the official photo, primary CTAs (appointment, request, WhatsApp), office hours and verified social accounts. The MP's private diary, home address and security-sensitive movements are never published.

Fields (no email required):

• Full name (three parts)
• Phone / WhatsApp
• Governorate / district / general area
• Request category & summary
• Relevant government body
• Previously submitted elsewhere? Reference number?
• Urgency level & reason
• Accessibility needs
• Preferred contact method & days
• Consent to data use for follow-up
• Acknowledgement that submission does not guarantee a specific legal outcome

Categories: health, social welfare, pensions, employment, education, housing & municipal services, electricity & water, administrative complaints, women & family rights, youth affairs, community meeting, invitation, legislative/service proposal, other.

The public form does not collect ID scans or medical files. Sensitive documents are submitted securely after staff review.

Columns:

• Reference number
• Date received
• Constituent name
• Phone
• Area
• Category
• Summary
• Priority
• Assigned staff
• Appointment date
• Government body
• Action taken
• Letter sent
• Response received
• Next action
• Deadline
• Status
• Outcome
• Closure date
• Citizen feedback

Statuses: new, under review, missing info, appointment set, met, referred, awaiting response, needs follow-up, complete, closed.

Automatic colour coding: red for urgent/overdue, amber for follow-up needed, green for closed.

• Parliamentary sittings, committee meetings, ministerial reviews.
• Two fixed constituent-reception windows per week, with a capped number of 20-minute appointments.
• 15-minute buffer after every three appointments.
• Protected weekly case-review meeting.
• Daily briefing between diary manager and MP.
• Weekly written summary.
• Protected time for travel, media, breaks and contingencies.

Four separate calendars: MP's private diary, staff appointments, public events, deadlines & case follow-up — each with restricted access.

• Today's confirmed appointments.
• Purpose, attendees, background.
• Decision required, prepared documents.
• Sensitivity or security notes.
• Outstanding items from yesterday.
• Urgent cases requiring approval.
• Schedule changes.

Citizen submits → automatic reference → staff review → duplicate check → urgency/safeguarding → appointment, referral or info request → WhatsApp confirmation → reminder → one-page briefing → meeting → outcome recorded → action assigned → follow-up deadline → citizen update → close or refer → optional satisfaction survey.

• Office director
• Diary & appointments coordinator
• Citizen-affairs officer
• Caseworker
• Reception & WhatsApp officer
• Media & website officer
• Part-time technical support

Compact three-person variant: director (admin + media), diary & caseworker, reception & WhatsApp officer, with outsourced technical support.

• Missing-information request
• Citizen cancellation acknowledgement
• Appointment reschedule notice
• Out-of-scope redirection to the appropriate body
• Professional response to abusive/inappropriate messages

Five Arabic posts announcing the new service, each carrying:

• Appointment link
• WhatsApp CTA
• Office opening hours
• Required-document guidance
• Privacy note
• Emergency redirection to the proper authorities

• 2FA on all accounts; individual staff accounts.
• No shared passwords; restricted access to constituent records.
• Signed confidentiality agreements.
• Secure paper-document storage & regular backups.
• Immediate access revocation for departing staff.
• Protection of confidential diary information.
• Fair appointment allocation; anti-bribery safeguards.
• Clean separation between casework and campaigning.
• Procedure for abusive, threatening or fraudulent requests.
• Data-retention and deletion rules.
• Incident-response plan for lost or leaked data.

Iraqi legal specifics must be confirmed by an authorised Iraqi lawyer or parliamentary official before adoption.

• Overload — capped daily intake.
• Data leak — 2FA and least-privilege access.
• False claims / fraud — verification before referral.
• Misunderstanding of office remit — clarified on site & posts.
• Casework/campaign blurring — explicit separation policy.

• Day 1: system overview & roles.
• Day 2: Google Form & case register.
• Day 3: WhatsApp templates & workflow.
• Day 4: privacy, security, sensitive cases.
• Day 5: full end-to-end simulation.

Week 1: interview MP & staff; map current reception; identify common request types; agree responsibilities.

Week 2: build website prototype; create Forms, Calendar, register; prepare WhatsApp templates & procedures.

Week 3: train staff; run test appointments; verify permissions; simulate real cases.

Week 4: controlled public pilot; monitor volumes & wait times; gather feedback; fix issues before scaling.

• Website design & setup: IQD 1.3–2.6M (≈ USD 1,000–2,000).
• Forms, calendar, register setup: IQD 400–800k (≈ USD 300–600).
• Staff training (5 days): IQD 500k–1M (≈ USD 400–800).
• WhatsApp Business handset & supplies: IQD 250–500k (≈ USD 200–400).
• Month-one supervision: IQD 500k–1M (≈ USD 400–800).

Indicative ranges; finalised once scope is confirmed.

• Basic: content updates + urgent technical fixes.
• Extended: monthly reports + periodic improvements + staff support.
• Full: all of the above + formal performance reporting.

1. Introduction & respectful greeting.
2. Snapshot of the office's current service work.
3. Idea and goals.
4. Proposed tools.
5. Website sitemap.
6. Request form & case register.
7. Weekly diary & daily briefing.
8. Privacy & security.
9. 30-day plan.
10. Budget and next step.

"Honourable MP, your office already delivers visible service work for constituents. We propose a short pilot to organise and document this work, so no request is lost and every citizen sees clear follow-up. The tools are simple and affordable, and the pilot can launch in 30 days. We ask your permission to begin a small, controlled phase and return with results for your review."